Data Privacy and Cookie Policy

1. About this Policy

1.1 This policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it.  

1.2 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.  

1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. we may be required to amend this Data Privacy Policy due to regulations. For any significant changes you will be notified but you are advised to check x URL for the latest Privacy Policy

1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data.  Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk).  For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

2. Who are we?

2.1 We are Lillington Free Church Table Tennis club We can be contacted at, Mr Phil John, 37 Warwick Road Southam CV47 0HW, 01926 811085

3. What information we collect and why

Member’s name, address, telephone numbers, e-mail, address(es)	Managing the Member’s membership of the Club/National Governing body	Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club
Date of birth / age related information	Managing membership categories which are age related	Performing the Club’s contract with the member
The Member’s name, TTID	Managing competition and event entries and results. Publishing results and ranking	For the purposes of our legitimate interests in holding competitions and events for the benefit of members.  For the purposes of our legitimate interests in promoting the Club.  For the legitimate interest to providing relevant tournament and player information to Table Tennis England and providing communications to players
Photos and videos of members	Putting on the website and social media pages and using in press releases	Consent. We will seek the consent on their membership application form and each membership renewal form. The member may withdraw their consent at any time by contacting us by e-mail or letter
Member’s name and e-mail address	Creating and managing the online key members directory	Consent. We will seek the consent on their membership application form and each membership renewal form. The member may withdraw their consent at any time by contacting us by e-mail or letter
Member’s and former member’s name and e-mail address	To conduct surveys of Members and former members for the benefit of the organisation and the sport the organisation and the sport	For the purposes of our legitimate interests in operating the club and support Table Tennis England and its capacity as the National Governing body
Coach’s name address, email addresses, phone numbers and relevant qualifications and/or experience	Managing the coaching at the Club	For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of coaches to members

Member’s and former member’s name and email address	To conduct surveys of Members and former members for the benefit of the organisation and the sport the organisation and the sport	For the purposes of our legitimate interests in the Club and Table Tennis England and its capacity as the national body
Coach’s name, address, email addresses, phone numbers and relevant qualifications and/or experience	Managing instruction at the Club	For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members

4. How we protect your personal data

4.1 We will not transfer your personal data outside the EU without your consent.

4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  

4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure. 

4.4 For any payments which we take from you online we will use a recognised online secure payment system.

4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

5. Who else has access to the information you provide us?

5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 5.2 below.

5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings).  However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

6. How long do we keep your information?

6.1 We will hold your personal data on our systems for as long as you are a member of the Club long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations.  We will review your personal data every year to establish whether we are still entitled to process it.  If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.

6.2 We securely destroy all financial information once we have used it and no longer need it.

7. Your rights

7.1 You have rights under the GDPR:

(a) to access your personal data 

(b) to be provided with information about how your personal data is processed

(c) to have your personal data corrected

(d) to have your personal data erased in certain circumstances

(e) to object to or restrict how your personal data is processed

(f) to have your personal data transferred to yourself or to another business in certain circumstances.

7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner:

https://ico.org.uk/concerns/

0303 123 1113

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow Cheshire SK9 5AF

8. How we use cookies

We put small files, called ‘cookies’, onto your computer when you use the Lillington Table Tennis Club website.

Cookies collect information about how you browse the site.

We do not use cookies to identify you personally. You’ll usually see a message before we store cookies on your computer.

Table Tennis England takes all reasonable care to ensure that the information contained in its Guidance is accurate, and that any opinions, interpretations and guidance expressed have been carefully considered in the context in which they are expressed. However, before taking any action based on the contents of this Guidance or any other Guidance provided by Table Tennis England, readers are advised to confirm the up to date position and to take appropriate professional advice specific to their individual circumstances.